Documentation and Progress Tracking of Installation Activities Examples and Lessons Learned from the European XFEL Project

Transcription

1 Documentation and Progress Tracking of Installation Activities Examples and Lessons Learned from the European XFEL Project Lars Hagge Deutsches Elektronen-Synchrotron DESY

2 Agenda > Concept and Objectives > Interim: XM Assembly > What: Product Structure > How: Installation Process > Relating Product Structure and Process > Lessons Learned Lars Hagge Documentation in XFEL Installation Page 2

3 Documentation for Installation Support & Progress Tracking Inventory: Which parts are present in the tunnel, how are they id ed & labelled? Structure: Which parts have to be installed in the tunnel, how are they assembled? Process: Which intermediate states shall be tracked for each part? Planning Reserved Occupied Aligned Completed Planning Aligned Connected (Cryo 1) Connected (Vacuum) Connected (Cryo 2) Completed Lars Hagge Documentation in XFEL Installation Page 3

4 Objectives > Technical Documentation shall be created for a purpose > Planning the intended result and the necessary work > Organizing the teams and their activities > Monitoring progress and handling exceptions > Informing about decisions, instructions, technical properties, history Lars Hagge Documentation in XFEL Installation Page 4

5 Agenda > Concept and Objectives > Interim: XM Assembly > What: Product Structure > How: Installation Process > Relating Product Structure and Process > Lessons Learned Lars Hagge Documentation in XFEL Installation Page 5

6 What: Product-Structure-Based Fabrication Planning PBS acc. to manufacturing Part name and documentation - Responsible party - S/N format, location - Tracking details - Logistics requirem. - Tools, return parts - Test, transport times - Re-order conditions - > Agree on manufacturing product structure (MBOM): Hierarchical breakdown according to fabrication steps > Collect all relevant information in MBOM line items: responsibilities, sourcing, logistics, Lars Hagge Documentation in XFEL Installation Page 6

7 How: Manufacturing Process and Acceptance Testing XM Module ready for shipping Module received Module ready for waveguide Owner: Possessor: Delegate: Location: Final Inspections Module Owner IKC Industrial Sub-contractor IKC Shipping Area Prepare for Shipping O: Module Owner P: Carrier L: Transportationto-DESY O: Module Owner P: WP10 L: DESY-AMTF Transportation Incoming Module Inspection Test Coupler Assembly Record Acceptance Test Record Shipping Documents Transportation Documents Incoming Inspection Record Final Test Record > Perform manufacturing process analysis: Agree which documents/records shall be created in which step > Use documents for progress tracking and for on-the-fly compilation of technical documentation Non-Conformity Non-Conformity Record Lars Hagge Documentation in XFEL Installation Page 7

8 Tools: Capture Documents Anywhere, Anytime, Anyhow > Excel-based work record easy to use: > Work instructions for standardizing activities Can be updated by users, e.g. add instructions, pictures > Checklist & color-coding for recording results > Automatic postprocessing in EDMS Update part status, location Forward to downstream database, application Lars Hagge Documentation in XFEL Installation Page 8

9 Reporting and Analysis Lars Hagge Documentation in XFEL Installation Page 9

10 Agenda > Concept and Objectives > Interim: XM Assembly > What: Product Structure > How: Installation Process > Relating Product Structure and Process > Lessons Learned Lars Hagge Documentation in XFEL Installation Page 10

11 Installation MBOM & Inventory > Installation MBOM lists Accelerator Module as leaf part. > After installation, physical inventory contains configuration of installed module down to cavities and Nb sheets Lars Hagge Documentation in XFEL Installation Page 11

12 Documents and Reports > Same approach as in production: MBOM documents reports > Different types of documents and different reports, but same technical solution. Lars Hagge Documentation in XFEL Installation Page 12

13 Further Beamlines > Example MBOM for warm beamline section > Beamlines are individual products preparation effort for every section, different from series production of components Lars Hagge Documentation in XFEL Installation Page 13

14 Mobile Access and Updates in the Tunnel > Access installation drawings on tablets in the tunnel navigate MBOM to tunnel location > Request updates if add l info needed measurement, note, view Response time in minutes, full release control observed Lars Hagge Documentation in XFEL Installation Page 14

15 Agenda > Concept and Objectives > Interim: XM Assembly > What: Product Structure > How: Installation Process > Relating Product Structure and Process > Lessons Learned Lars Hagge Documentation in XFEL Installation Page 15

16 Installation Process Analysis > Objective: Establish commonly agreed installation procedure > Collect installation activities per group > Develop sequence of activities > Color code similar types of work > Iterate with groups, identify potential for optimization > Obtain approval from project management M. Bousonville, F. Eints, S. Choroba, ref. IPAC16, IPAC17 Lars Hagge Documentation in XFEL Installation Page 16

17 Installation Process Analysis (2) > Sequencing and Optimization > In-situ progress monitoring > Re-shuffle and parallelize activities, minimize frictions > Weekly meetings collect status updates, review and confirm upcoming activities High acceptance: - Installation teams personally involved - The right language (tasks, to-do s) - Visualization Lars Hagge Documentation in XFEL Installation Page 17

18 Agenda > Concept and Objectives > Interim: XM Assembly > What: Product Structure > How: Installation Process > Relating Product Structure and Process > Lessons Learned Lars Hagge Documentation in XFEL Installation Page 18

19 Installation Process and Product Structure Process: Which activities have to be performed in XTL, which parts do they affect? mapping Structure: Which parts have to be installed in the tunnel, how are they assembled? Project: Project plan combines assignment of activities (scheduling) and completion of assemblies (milestones) Lars Hagge Documentation in XFEL Installation Page 19

20 Mapping Product Structure and Process Activity Parts handled in by activity Parts get installed? Parts get processed? New part status after processing > Every step to result in part status change > Every part to be accounted for in process Lars Hagge Documentation in XFEL Installation Page 20

21 Agenda > Concept and Objectives > Interim: XM Assembly > What: Product Structure > How: Installation Process > Relating Product Structure and Process > Lessons Learned Lars Hagge Documentation in XFEL Installation Page 21

22 Think in Lifecycles > Every lifecycle phase conducts processes based on initial product definition, yields updated product documentation Lifecycle contains BOMs and processes Product Structure (BOM) ~ Product Definition = Agreement what to build; spec Fabrication Processes Installation Processes Maintenance Processes BOM Fabrication BOM Installation BOM Operation BOM > Product structures (BOMs) can be preserved and propagated along lifecycle, while processes are used up and to be newly analyzed at every stage new teams, new reasoning Ideally, BOM ~ BOM ~ BOM ~ BOM Failing to create one of the BOMs delays all further documentation activities Lars Hagge Documentation in XFEL Installation Page 22

23 PowerPoint and Friends > Technical documentation in PowerPoint, Confluence, Wikis, Web pages is very efficient Lars Hagge Documentation in XFEL Installation Page 23

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26 PowerPoint and Friends is not Technical Documentation > Technical documentation in PowerPoint, Confluence, Wikis, Web pages is very efficient but not effective: Arbitrary: Level of detail, careful preparation, reviewed/controlled, focus/mix of topics Reassures authors (and readers) that extensive documentation is available when it s not. Can be dangerously misleading due to lack of precision > The magical 15 minutes : Technical information taking more than 15 minutes to follow-up is of longer-term relevance, will often see interrupts and staff changes when worked with, should be prepared & managed adequately: proper documents, metadata/status, long-term availability Anything of less than 15 minutes value can be kept in mails, presentations and wikis > Or: Would you want to conduct a technical review on slides and wikis? Lars Hagge Documentation in XFEL Installation Page 26

27 Maturity Model > Maturity: Qualitative assessment of organization s capability to deliver the required services ad-hoc repeatable defined managed optimizing Objective: To be able to tell in advance when activities will finish at what cost and in which quality depends on individuals outcome can be reproduced predictable regarding time, cost and quality reliable & robust, also under heavy changes performance is continuously improving > Higher levels of maturity achieved by presence of e.g. procedures, instructions and reference documentation, continuously trained staff, regular comprehensive status reporting, standards > Methods and tools may evolve on-demand and bottom up, but maturity needs to be planned for and established top down. Lars Hagge Documentation in XFEL Installation Page 27

28 Finally Many major obstacles in XFEL project were solved by process analysis and visualization Central activities were successful when performed by teams involved in project activities Provide central services *) (in a collaborative spirit and with local infrastructure) - Will receive acceptance - Will allow to seamlessly introduce methods and tools *) read: contribute by doing real work Lars Hagge Documentation in XFEL Installation Page 28